If you are using Revenue ROM, see Add Change Event Columns to Budget View.
To create a change event from an RFI.
Creating a change event allows you to prepare for the cost of a change before it becomes an actual cost. For example, if a project manager is anticipating the need to change the paint colors of a project, he or she can start preparing for that cost by creating a change event, which describes the estimated financial cost of the change, as well as which cost codes will be affected. After creating a change event, they can then create an RFQ (Request for Quote), which is sent to the appropriate subcontractors for pricing. When RFQs are created and responded to by the assigned subcontractors, change orders can then be created based upon the submitted quote.
Things to Consider
Required User Permissions
- 'Standard' or higher on the project's Change Events tool.
- 'Standard' or higher on the project's RFIs tool.
- The +Create Change Event button is only visible and available when viewing an RFI. It is NOT available when an RFI is in edit mode.
- Other ways to create a change event in Procore include:
- Navigate to your project's RFIs tool.
- Locate the RFI that you will use to create the change event. Then click View.
- Click + Create Change Event.
- Under General Information, complete the following following fields:
- Change Event #. This field will automatically populate with the next number in your change event sequence. However, you can also manually change the number, as well as create a custom alphanumeric number (e.g. A200). Once a custom number has been added, the next change event created will automatically be given the next sequential number.
- Title. Provide a descriptive title for the change event. The change event's subject is displayed as the title in the list view.
- Status. Select Open, Closed, or Void to indicate the status of the change event. To learn how to configure change event statuses, see "Set Default Change Order Configurations" in the See Also section below.
- Open. This is the default status when you first create a change event. This indicates that the change event is active, and users can manage items within the event (RFQs, Budget Modifications, Commitment PCOs, and Prime PCOs).
- Closed. Set the change event to this status once all necessary change orders and RFQs have been created and the event is considered complete.
- Void. Set the change event to this status if no change came from the event. Setting the change event as void is an alternative to deleting the change event as a record will be kept on the log page for future reference.
Note: If you mark a change event as Void, that change event will be hidden on the Change Events Log page. To view voided events, select 'Void' or 'All (Include Void)' from the Status list under Filters on the Change Events log page.
- Pending. Set the change event to Pending if the change event requires approval before it can be closed out.
- Scope. Select one of the available options from the list:
- In Scope. Select this option is the cost of the change event is covered in the original contract.
- Out of Scope. Select this option if the cost of the change event is NOT covered in the contract. In most situations, a change order will be submitted to the owner/client as an additional cost.
- TBD. Select this option if the cost of the change event has yet to be determined.
- Type. Select TBD, Allowance, Contingency, Owner Change, or Transfer to indicate the type of cost you are preparing for. To learn how to configure change types, see "Set Default Change Order Configurations" in the See Also section below.
- Change Reason. Select a change reason from the drop-down menu. To learn how to configure change reasons, see "Set Default Change Order Configurations" in the See Also section below.
- Description. Describe the event that may result in a change in costs.
- Attachments. Attach any relevant files.
- Prime Contract (For Markup Estimates). Select a prime contract to indicate which prime contract’s markup settings should be used to calculate the markup on revenue ROMs. This field will default to the lowest-numbered prime contract.
- Create your change event's line items by selecting which cost codes are impacted by doing the following:
- Click + Add New Line.
- If applicable, select a subjob from the drop-down menu.
- Select the impacted cost code from the drop-down menu. You will see budgeted cost codes and non-budgeted cost codes in this list.
Note: You will only be able to select a category that is already scoped on the budget.
- Select a Line Item Type.
- Enter a description.
- Select a vendor from the drop-down menu.
- Select the contract from the drop-down menu.
- Enter a ROM (Rough Order of Magnitude). A ROM is the numeric estimation of what the cost could be and has no financial impact on any of the other tools in Procore. You can add the ROM to the Budget by following the steps in "Add a ROM Source Column to a Budget View (Next Gen)" in the See Also section below. Note that if you follow those steps to show the ROM value in the budget, and the change event line item ends up having no cost, you will need to zero out the ROM to remove it from the budget.
- Click Create.